Personnel - Training & Administrative Assistant (Mng Asst III)

Springfield, IL
Full Time
Personnel
Experienced
Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:    Personnel – Training and Administrative Assistant (Mng Asst III)
Division:     Administration – Staff Development & Training
Union:         N/A
Location:    501 S Second St, Springfield, IL – Sangamon County
Salary:        Anticipated $55,000 to $68,000 annually - commensurate with experience
Benefits:     https://cms.illinois.gov/benefits/stateemployee.html 
          
Overview: 

Performs administrative and confidential work involving human resources training, including mandatory and elective topics (subject matter programs) for all employees within the Office of the Secretary of State; develops human resource training programs, both mandatory and elective, with a representative from Department of Personnel; makes recommendations on methods to improve training; prepares administrative reports; directs research studies of current policies, program operations and procedures, human resource issues and training methods; performs criminal history background checks on potential candidates for positions in Office; handles other administrative processes including handling of Blood Borne Pathogen training and Records Retention; confers with department supervisors, management or administrative staff to coordinate training.

Duties and Responsibilities:
  • Performs administrative and confidential work for supervisors involving human resource training for all employees within the Office of the Secretary of State including development, implementation and presentation of training programs, materials, evaluations and selection of presentation aids for both mandatory and elective topics, such as Ethics, Sexual Harassment, Discipline, Right to Know, Attendance, Family Medical Leave Act (FMLA), etc.; assists in the establishment and implementation of operational procedures; recommends personnel actions affecting staff.
  • Coordinates and assists in the development of training programs with Executive III and/or Deputy Director and Human Resource Officer, other agency personnel and the Deputy Director including both mandatory and elective topics such as Ethics, Sexual Harassment, Discipline, Attendance, Right to Know, Family Medical Leave Act (FMLA), etc. for all employees within the Office of the Secretary of state; reviews existing training programs identifying any potential problems or concerns; makes recommendations on methods to improve training; prepares administrative reports for submittal to supervisor.
  • Performs criminal history background checks according to standards of the Office and as required by law; performs other administrative functions with respect to other areas including Blood Borne Pathogens and Records Retention.
  • Directs research studies of current policies and procedures relating to training programs to determine discrepancies in operations; prepares administrative reports for submittal to supervisor, making recommendations on new operational policies and procedures in order to maintain efficiency and improve the service provided to employees; implements new/revised policies and procedures by providing and interpreting information to the affected human resource training staff.
  • Performs other related duties as required or assigned.
Specific Skills:
  • Requires thorough knowledge of administrative practices and methods.
  • Requires extensive knowledge of agency operations.
  • Requires ability to express complex ideas clearly both orally and in written form.
  • Requires ability to develop and maintain satisfactory working relationships with legislators, judicial and executive branch officials, other agency representatives and the general public.
  • May require travel and possession of a valid Illinois driver’s license as determined by individual positions within the class.
Education and Work Experience:

Requires knowledge, skill and mental development equivalent to the completion of four years of college, with coursework in public or business administration AND three years of responsible professional experience in a public or private organization. 

Additional requirements may need to be met for applicants to be deemed qualified for individual positions within the class; this may include specific licenses, certification or credentials as related to the position's duties and responsibilities as defined by the Department of Personnel.

Application Process: 
  • Please visit https://ilsos.applytojob.gov/apply to apply by completing the online application; you may also upload a resume or other attachments as needed.
  • Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
  • Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).  
 
Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.
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